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Purchase Invoices

The solution will retrieve the purchase invoice/credit CSV files exported from Yooz, utilising the GET /orgUnits/orgUnitCode/exportResults API call. The data will then be reformatted to a suitable format for import into Sage, contingent on the type of data received from Yooz.

For Sage 200 Standard:

  • For non-PO invoices, the import will generate a purchase invoice transaction against the supplier ledger.
  • For purchase credits, the import will generate a purchase credit note transaction against the supplier ledger.
  • Purchase invoices will not be supported.

Requirements & Assumptions/Assertions

  • Yooz will produce a distinct CSV/ZIP file for each organisation, which Zynk will import into the corresponding organisation in Sage 200 Standard.
  • The CSV file name format will adhere to the following structure: {yyyyMMddHHmmssffff}.csv
  • The ‘yyyyMMddHHmmssffff’ represents the timestamp format. An example of a file name would be 202204191529002124.csv.
  • The CSV files may contain multiple purchase invoices, non-PO invoices and credits. These are uniquely identified by the ‘Yooz number’.
  • The export from Yooz will incorporate invoice lines. These will be matched to purchase order lines in Sage 200 Standard based on a combination of the order number and product code.
  • The transactions will be grouped according to the vendor code, date, transaction type and number.

Zynk Process

  • For each purchase invoice/credit CSV file exported from Yooz:
  • Download the file to Zynk’s working directory.
  • Transform the data to the appropriate format for import into Sage 200 Standard.
  • Import the data into Sage 200 Standard. For purchase invoice imports into Sage 50 and Sage 200 On-Premise, the corresponding purchase order will also be updated to indicate which lines have been invoiced.
  • If the import was successful, relocate the original file to the \Yooz Exports\done folder to prevent it from being processed again.

Data Format

  • The CSV separator is TAB.
  • The CSV row ending is CR LF.
  • The CSV should include a header row.
  • The CSV date format is yyyyMMdd, e.g. 20220420
  • The CSV amount format is 0.00
  • The CSV currency format is ISO 4217, e.g. EUR
  • The CSV boolean format is 1 or 0 (with 1 representing true and 0 representing false).
  • If any string values contain TAB, CR or LF characters, the whole string should be surrounded with quotes (").

Scheduling

The default schedule for this solution point is to run daily at midnight and 6am.

Field Mappings

Yooz Col. Yooz Column Description Sage 200 Standard Purchase Invoice Field Notes
1 Yooz Number N/A The ‘Yooz number’ will be used by Zynk internally to ensure transactions are never duplicated in Sage.
2 Supplier Code Supplier Details → Code ---
3 Invoice/Credit code Transaction Type PI - for non-PO invoice and PO Invoice
PC - for Credit Notes
4 Currency ISO code N/A ---
5 Document Date Invoice Details → Invoice date ---
6 Due Date Invoice Details → Due date ---
7 Document Number Invoice Details → Reference ---
8 Order Number Invoice Details → Second ref For PO invoices, this column from Yooz will contain the PO number. For Non-PO invoices, it will contain the Second ref.
9 PO line number N/A PO invoices won’t be supported
10 Item code N/A PO invoices won’t be supported
11 Invoiced quantity N/A PO invoices won’t be supported
12 Account number Nominal Analysis → Code
Nominal Analysis → CC
Nominal Analysis → Dept		 The nominal code, department and cost centre will all be in a single column, separated by forward slashes. E.g. 4000/COS/DEP
13 Cost Centre Code N/A Will be blank in the data from Yooz, refer to column 12
14 Department Code N/A Will be blank in the data from Yooz, refer to column 12
15 Line description Nominal Analysis → Narrative ---
16 Line net amount Transaction Details → Goods value Either the debit or credit amount, based on whether we are dealing with an invoice or credit transaction.
17 Tax Code VAT Analysis → Code ---
18 Project Code N/A ---
19 Cost Code N/A ---
20 Tax Amount VAT Analysis → VAT Value When a tax amount is received from Yooz, we will override the accounting system’s VAT calculation and use the amount provided.
21 URL N/A ---